Instruction For Creating Your Comma Delimited File

The file you create for a batch order import (i.e., via the “Upload Orders from a File” module of DRS Portal) needs to be in a “Standard Comma Delimited File” format with each field separated by a comma, with or without quotes around any of the fields.

Each order may have several lines of the same information, changing only: field #30 – the “Part Number”, field #31 -“Part Description” and field #32 – “Quantity Ordered”.

You can use any program having database functions (e.g., Access, Excel, etc.) to generate your upload file. It will have the ability to map the fields in order to generate the file format we require. Call your account representative at 760-233-3770 if you have any questions.

You MUST use the STANDARD SHIPPING NAMES below. The standard names consist of the Carrier (USPS, FedEx, or UPS) and the shipping method (Next Day, Ground, First-Class Mail, Priority Mail, First Class Mail International, etc.) SEE STANDARDIZED SHIPPING METHODS below. When “naming” the file for your batch orders, please use only alpha-numeric characters (no special characters or spaces), a dot, and 001 for the first order of the day, 002 for second order of that day, etc. IF you are using a spreadsheet like Excel you must save the file as a “.csv” file. (a comma delimited file) After saving the file exit Excel, then rename the file extension to “.001”.

A suggested format for naming your upload files would be a 2 or 3 letter client ID followed by the date of the order upload. The uploaded file could thus be named: XX20120919.001 (this format keeps the files in date order), with XX being the client ID, followed by the year, month, and date, followed by the “dot” 001 for the first order of the day. The first digit after the dot must always be a zero. That is how the upload program recognizes the file as an upload file.

Please avoid using the following characters in any data (field) which will be imported into DRS Portal, or on a mailing list: , , ., ~, !, #, $, %, ^, &, *, +, <, >, ?, and / . These are all special characters that will cause errors in your orders. The following two characters can be used and are appropriate in virtually all data base imports: – (dash), and _ (underline). Please avoid all other special characters in any field of data being imported.

Your data should be entered into your upload file in the following field order. The numbers in parenthesis are the maximum field lengths. If there is no data for a field, then that field should still be delimited (separated from the next field) with a comma. Required fields are marked with an asterisk (*). “Customer” refers to “Sold To” on your invoice, “Client” refers to DRS shipping client.

31. SKU/Item Description – (30) [Required if you want the customer to see what they purchased.]

32. Quantity Ordered* – (4)

33. (NOT USED)

34. (NOT USED)

35. (NOT USED)

36. (NOT USED)

37. COD Amount – (40)

38. (NOT USED)

39. Serial Number – (40) [normally used for software licenses]

40. Version Description – (40) [normally used for software licenses]

41. License Description – (40) [normally used for software licenses]

42. Label Item Number – (40) [normally used for software licenses]
** Zip/Postal Codes – If you are using a spreadsheet use TEXT fields. With
If you are using Excel follow these steps: FORMAT >> CELLS >> SPECIAL >> ZIP CODE

Standardized Shipping Methods

DRS only uses Standard Names for the services thus for FEDEX we only use the “exact names” to avoid errors:

USPS

USPS First-Class Mail

USPS Parcel Post

USPS Priority Mail

USPS Media Mail

USPS First-Class Mail International

USPS Priority Mail International

USPS Express Mail International

USPS Global Express Guaranteed

USPS Global Express Guaranteed

UPS

UPS Ground

UPS 3 Day Select

UPS 2nd Day Air

UPS 2nd Day Air A.M.

UPS Next Day Air Saver

UPS Next Day Air

UPS Next Day Air Early A.M.

UPS Standard Canada

UPS Worldwide Express

UPS Worldwide Expedited

UPS Saturday Delivery

FedEx

FedEx Home Delivery

FedEx Ground

FedEx Express Saver

FedEx 2 Day

FedEx International Priority

FedEx International Economy

FedEx Standard Overnight

FedEx Priority Overnight

FedEx First Overnight

FedEx SameDay

FedEx Saturday Delivery

Local

DRS Truck

Client Will-Call

Customer Pick-Up

FYI:
From the FedEx site: (9/16/2009)

Fastest Delivery time based on flight availability FedEx SameDay®

Overnight Delivery by 8:00 or 8:30 am** FedEx First Overnight®

Delivery by 10:30 am*** FedEx Priority Overnight®

Delivery by 3:00 pm*** FedEx Standard Overnight®

2 Business Days Delivery by 4:30 pm*** FedEx 2Day®

3 Business Days Delivery by 4:30 pm*** FedEx Express Saver®

1-5 Business Days* Delivery day based on distance to destination FedEx Ground®